Graduate Advisor

NO VISA SPONSORSHIP AVAILABLE FOR THIS POSITION.
Applicants must have current work authorization when accepting a Baskin Engineering or affiliate staff position. We are unable to sponsor or take over sponsorship of an employment Visa for staff.

The incumbent works on the main campus in Santa Cruz, with periodic visits to the Silicon Valley Campus to advise students in labs. Hybrid schedule consisting of three days onsite, two days remote.

HOW TO APPLY

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 08-27-2025

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Originally founded in 1997, Baskin Engineering (BE) is the first professional school at UC Santa Cruz. Over the past 25 years, Baskin Engineering has become a unique 21st-century school of engineering and technology, characterized by evolutionary growth fueled by ongoing research opportunities that open new areas of intellectual inquiry. Baskin Engineering has grown to include six academic departments, a variety of research centers and institutes, and has ambitious plans for further programmatic growth. The focus of Baskin Engineering educational programming is to instill strong basic knowledge for sound practice in science and ethical engineering for the well-being of society, and its diverse curricula facilitate creative thinking and prepare students for productive and rewarding careers. Baskin Engineering is focused on building collaborative connections and expanding instruction and research activities for faculty and students at UC Santa Cruz, both at its Santa Cruz campus and at its campus in Silicon Valley, the international center of technological innovation.

Baskin Engineering champions new ideas and upholds the UCSC Principles of Community.

JOB SUMMARY

Under the general direction of the Director of Graduate Student Affairs, the Graduate Advisor serves as primary specialist for all matters related to graduate degree programs in assigned department(s). The incumbent is responsible and accountable for the overall development, management, and coordination of all programmatic activities and support services related to graduate programs.

With this wide scope of responsibility, the Graduate Advisor applies knowledge of pertinent policies and procedures related to graduate education at UCSC generally, and BE specifically, to problem-solve while interacting directly with faculty and graduate students in various BE programs. Ensuring consolidated and cooperative services for all graduate students, the incumbent moves seamlessly between unique programs with separate requirements and distinct tracks of study.

BE faculty significantly rely on the Graduate Advisor to independently oversee support services, coordinate policy implementation and compliance, correctly interpret and apply policies and procedures, advise faculty on issues requiring direct faculty involvement, ensure graduate student welfare, allocate resources, and guide the continued expansion of BE graduate programs in accordance with academic planning goals.

APPOINTMENT INFORMATION

Budgeted Salary: $71,200 - $82,100/year. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: SS Union - Student Services and Advising Professionals (SSAP)

Job Code Classification: 004575 (STDT SVC ADVISOR 3) - Grade 19

Travel: Never or Rarely

JOB DUTIES

50% - Academic Advising

• Independently provides the full range of graduate student support on a variety of issues including registration and enrollment policies and procedures, degree requirements, administrative issues, withdrawals and readmissions, departmental and campus programs, and graduation.
• Assesses student needs, goals, problems, and personal adjustments relating to or affecting their academic performance, including sensitive and confidential student welfare issues-resolution of which contributes to graduate student retention.
• Monitors student progress throughout the year, identifies students with progression problems, and recommends interventions.
• Serves as the department resource for graduate matters.
• Advises students and faculty on departmental, Graduate Division, and University policies and procedures.
• Analyzes data carefully to implement or recommend effective courses of action, or improvement of department procedures regarding all aspects of the graduate student experience.
• Informs Director of Graduate Affairs of changes being considered to ensure that actions comply with Graduate Division and University Regulations.
• In collaboration with relevant staff and faculty, participates in the annual Curriculum and Leave Planning (CLP) processes.
• Provides ongoing oversight and support for enrollment management.

25% - Recruitment & Admissions

• Provides leadership and oversight of the annual graduate student admissions process.
• Advises prospective applicants on necessary academic preparation and the appropriateness of a program for the prospective applicants' goals.
• Supports faculty efforts as needed to meet organization's recruitment and admissions goals.
• Provides guidance to admissions committees in ranking applications and available fund sources for admission offers.
• Processes and submits all decisions to the Graduate Division for formal offers of admission, financial aid, and fellowships.
• Provides individualized follow-up with admitted students to determine their needs and facilitate their acceptance of admission.
• In coordination with relevant staff, faculty, and students, plans and implements complex, high-visibility student affairs events, such as graduate student visit day (i.e., Open House) and new student orientation.
• Plans, designs, and provides workshops for students, such as information about the organization, or academic programs.
• Attends department graduate student events as required.
• Works with BE faculty to ensure that all recruitment and retention activities promote diversity of our graduate student population and adherence to University regulations.

15% - Financial Aid & Management

• Oversees administration of fellowships, return-to-aid, and other fund sources, and manages these funds as well as graduate travel, outreach, and enrichment funds.
• Works with the financial coordinator, research accountants, and the business office to assure accuracy of data.
• Oversees processes for equitable assignment of Graduate Student Instructors (GSIs) and Teaching Assistants (TA), and coordinates GSI and TA assignments each term.
• Oversees internal operating budget for degree program(s).
• Maintains accounting and initiates reimbursements, projects expenses, and reconciles ledgers.
• Compiles and provides financial data and information for annual budget forecasting as requested by the Director of Graduate Affairs, Associate Dean, and BE Director of Finance.

10% - Administrative Operations

• Maintains the internal graduate student database and shared server files, including records related to academic progress, personal information, and alumni data.
• Gathers data and generates regular, ongoing, quarterly, periodic, annual, or ad-hoc statistical reporting for reviews, internal and external surveys, enrollment figures, and curriculum analysis, and for general analysis.
• Ensures integrity and quality control, including computer security, and student data confidentiality.
• Responsible for routinely updating website content on the BE graduate advising web pages, including student handbooks, and maintaining accurate information.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience and / or training.
• Working knowledge of advising and counseling techniques.
• Knowledge of University-specific computer application programs, such as Google, Excel and Microsoft.
• Ability to research, interpret, and apply complex policies, procedures and information, and to recommend solutions on own initiative.
• Problem solving skills with the ability to identify and resolve both complex and routine problems in a timely manner.
• Judgment and decision-making skills.
• Demonstrated ability to prioritize and organize work, meet deadlines, and work with frequent interruptions and distractions.
• Strong interpersonal skills with the ability to work effectively with diverse populations.
• Strong verbal communication skills; ability to disseminate information in a clear, accurate, and effective manner.
• Strong written communication skills.
• Ability to understand, develop and present budgetary and financial information.

PREFERRED QUALIFICATIONS

• Thorough knowledge of the University policies, procedures and requirements.
• Thorough knowledge of Baskin Engineering policies, procedures, and requirements.
• Experience serving and supporting graduate students.
• Knowledge of University and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences.
• Ability to oversee and accurately document use of financial resources in compliance with University requirements.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate will be required to work a hybrid work schedule and must be able to work successfully from a home/remote office and fulfill the requirements of the UCSC telecommuting agreement.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to travel to multiple work locations on and off campus.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.
• Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

- UC Sexual Violence and Sexual Harassment Policy
- UC Anti-Discrimination Policy
- Abusive Conduct in the Workplace

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.